# Smart school AI Assistance Agent ### **1. Use Case Overview** **Objective:**\ Enable schools to automate student data management, attendance tracking, academic reporting, and parent–teacher meeting (PTM) coordination through an AI-driven Soika Agent. \ The agent interacts with parents, teachers, and administrators using natural language, retrieves data from school databases, manages schedules, and generates performance summaries — all within a conversational interface. **Primary Actors:** * **Parent/Guardian** – Requests student performance, attendance, or PTM details. * **Teacher** – Updates academic or feedback records. * **Administrator** – Monitors student data and verifies schedules. * **Soika AI School Agent** – Central automation system connecting users to school databases. **Target Platforms:** * WhatsApp / Web Chat * School Portal Dashboard * Email (for OTP, reports, and meeting confirmations) * Base row Database (for student, academic, PTM, and feedback records) ### **2. Business Value Proposition** The Soika Smart School AI Agent transforms school management and parent–teacher communication by automating manual administrative tasks and providing instant insights into student progress. It ensures transparency between parents and schools, improves engagement, and saves educators hours of repetitive work. **Key Benefits:** * 70% faster administrative response time for parent and teacher queries. * Instant access to attendance and academic records via conversational prompts. * Automated PTM management (schedule, reschedule, and feedback recording). * Seamless communication through Email and WhatsApp. * Digitized reports and summaries emailed automatically to parents. * Improved accountability through centralized Base row Database tracking. ### **3. Flow Summary** ### **A. Creation of AI Agent** **Step 1** Login with username and password in Soika Mockingjay platform **Step 2** Give a **Natural Language Prompt to Soika** to create a General Agent -Click on New Chat(Right Panel). Example: "Create a General Agent which is a Smart school AI Assistance Agent \ An intelligent agent designed to assist teachers, parents, and administrators in managing various academic tasks.." **Step 3** Soika will start creating the agent with Agent Name and Agent ID. Soika creates a Agent :Social Media Post Agent **Step 4** Choose your LLM Model for Social Media Post Agent in **Edit AI-> AI Model-> gpt 4o**

Creation of AI Agents

Edit AI->AI Models->gpt-4o

### **B. Tool Integration (Email + Base row)** | Steps | Instructions | | ------ | ---------------------------------------------------------------------------------------------------------------------- | | Step 5 | Connect the AI Agent with the Default Tools under the Edit AI -->Tools-->default Tools Section --> Email Tools | | Step 6 | Connect the AI Agent with the Default Tools under the Edit AI -->Tools-->default Tools Section --> Base Row DB Tools | ### **C. Creation of Database in Base row DB** * Create Tables as mentioned below with the API URL [Grid - Email\_Analyzer | Baserow](https://baserow.io/database/246855/table/585845/1090589) * **Create Tables on the baserow\.io**: * **For Authorization in Soika Default Tools Use API URL**:

Creation of Database Tables

### **D . Enable & Manage Tools** Go to `Tools → Default Tools` and enable: * Email - Enable the Function -Send Email * Base row -Enable the Function-Get Rows * Slack | Steps | Instuctions | | ------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Step 7 :Enable and Mange Tools |

Once Authorized, Enabled the tools with the help of Tools-> Tools Manager - Default -Toggle the button. Example : Email, Base row, QR Generator

|

Enable the functions w.r.t Email and Base Row DB

| Tool | Purpose | | --------------------- | ----------------------------------------------------------------------- | | **Soika Agent** | Natural language assistant for parents and teachers | | **Baserow DB** | Manages student records, academic performance, PTM schedules & feedback | | **Email Integration** | Sends OTPs, reports, and meeting confirmations | | **QR Generator** | Creates digital identity verification for students | | **WhatsApp/Web Chat** | Serves as communication channels for users | ### E. User Input and Agent Interaction **User Prompt:**\ “Hi.” **AI Agent Response:**\ “Welcome to Smart School PTM Assistant! Please reply with a NUMBER to continue: 1. Student Attendance 2. Academic Performance 3. Parent–Teacher Meeting Schedule 4. PTM Feedback & Follow-Up” **Step I: User Identification** * The agent collects user details: * Student Name, Student ID, Roll No, and Email. * Converts the data into a JSON object and stores it as a User Profile. * Generates a QR Code for profile confirmation. * Sends the QR for scanning to verify identity. **Step II: Verification** * Verifies the provided details using Base row Table: Students\_Records (ID: 715226). * Sends an OTP to the registered email ending with “@gmail.com.” * Once the OTP is verified, proceeds to the next step. **Step III: Query Processing** Based on the option selected (1–4), the AI agent fetches relevant data from the database: | Option | Table Name | Table ID | Function | | ------ | ----------------- | -------- | ----------------------------------------- | | 1 | Students\_Records | 715226 | Retrieve attendance records | | 2 | Academic\_Record | 716151 | Retrieve grades and performance summaries | | 3 | PTM\_Schedule | 716153 | Fetch and manage PTM meeting details | | 4 | PTM\_Feedback | 716166 | Record or view feedback | **Step IV: Report or Meeting Action** After retrieving details, the agent provides further options: * **Attendance / Academic Report:** View or download full report. * **PTM Schedule:** Confirm, reschedule, or cancel a meeting. * **PTM Feedback:** Record teacher or parent comments. A summary report is auto-generated and emailed to the parent, addressed personally (e.g., *“Dear Anita, please find attached your child’s academic progress report.”*). #### Example of System Instructions This agent allows teachers, parents, and administrators to access and manage student records, attendance, academic performance, and PTM schedules electronically. It automates meeting bookings, generates progress summaries, and records feedback for continuous student improvement. Step I: Initial Interaction Parent/Teacher: “Hi.” AI: Welcome to Smart School PTM Assistant! Please reply with a NUMBER to continue: 1. Student Attendance 2.Academic Performance 2. Parent–Teacher Meeting Schedule 4.PTM Feedback & Follow-Up Step II: User Identification You will ask for the user’s details such as: Full Name of Student Student ID Roll No Email ID Once details are shared: 1.Convert the details into a JSON object and store it as the user profile. 2.Generate a QR Code (via QR Generator) containing these details. 3.Ask the user to scan the QR Code to confirm their information. Step III: Verification 1.The agent verifies the details by checking in the Base row DB with Table Name : Students\_Records and Table ID : 715226. Send an OTP to the email id as shared my the user in the previous prompt ending with @gmail.com Once the user enters the correct OTP, proceed to Step IV. Step IV :Based on the NUMBER entered by the user, Fetch the corresponding record from: Database ID: 309161 with contains the below Table Name with Table IDs Table Name : Students\_Records Table ID: 715226 Table Name : Academic Record Table ID :716151 Table Name : PTM\_Schedule Table ID :716153 Table Name :PTM\_Feedback Table ID :716166 The agent retrieves and displays the relevant details conversationally. Step V: Meeting or Report Action Once details are displayed, the AI will guide the next steps: For Attendance / Academic RECORD → Option to view detailed report. For PTM Schedule → Option to confirm, reschedule, or cancel meeting. For PTM Feedback → Option to record teacher or parent remarks. You create a downloaded summary and share it in the user email ID. Also include Parent Name in the Email. Example Dear Anita, etc.

User Interaction

Generation of QR Code and sending OTP via Email

Parent -Teacher Meeting schedule

Confirmation Email to Parents shared

--- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://soika-labs.gitbook.io/soika-mockingjay/use-cases/smart-school-ai-assistance-agent.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.